I RAVEL 
GULATIONS 




GassJ^G l^ff 
Book^AS 



(Misc. 150 B) 

Jfeberal JSonrb for Vocational Cbucation 



TRAVEL 
REGULATIONS 



EFFECTIVE 
AUGUST 1, 1920 



v 



WASHINGTON 

GOVERNMENT PRINTING OFFICE 

1920 






LIBRARY OF CONGRESS 

RECEIVED 

JAN101921 

DOCUMENTS DIVISION 



I 

TRAVEL REGULATIONS. 

REGULATIONS GOVERNING TRAVELING EXPENSES. 



£ 



August 1, 1920. 

To officers and employees of the Federal Board for 
Vocational Education and others traveling on official 
business for the board : 

By direction of the board the following regulations shall 
govern the allowance of traveling expenses incurred for 
travel on official business, except "'where" specific laws 
provide otherwise. • 

1. Employees traveling on official business are required 
to provide themselves with sufficient* fun^sfor all current 
expenses. If loss qf time or extra ^-expense -results from 
lack of funds, such time, jrin..bfi'xhaj©e^--ta abb wail ' leave 
or deducted from salary, and no extra expense will be 
allowed. No subsistence charges will be allowed for such 
lost time. 

2. No travel should be undertaken without previous 
authority issued in the regular manner by the proper 
administrative officer. 

3. Traveling expenses which will be reimbursed by the 
board are confined to those expenses usual to the ordi- 
nary comforts of a traveler and include the following: 

Transportation . 

4. Actual fares on railroads, steamboats, and other con- 
veyances will be allowed. Special conveyance, such as 

3 



4 TRAVEL REGULATIONS. 

livery, or the hire of a boat, bicycle, motorcycle, or 
automobile in lieu of livery, is allowed only when no 
public or regular means of transportation are available or 
when such regular means of transportation can not be 
used as advantageously in the interest of the Govern- 
ment, in which case an explanation must accompany the 
reimbursement account and a subvoucher to support the 
charge. 

5. All travel must be by the shortest usually traveled 
route. The fare in no case must exceed the regular 
first-class limited fare charged the general public. 

6. Where it is necessary to use an extra-fare train, full 
explanation must appear in the voucher, showing what 
official necessity required the use of transportation at 
excess rates. 

7. Where extra-fare trains are used, the time of actual 
arrival of train at destination must be shown in order 
that the Government may recover the penalty for lost 
time, if any is provided in the tariff. The train number 
or name and time of leaving starting point must be given. 
Extra-fare refund slips should be tinned in to the board 
for redemption. 

8. Delay in travel. — Stopping over at any point or any 
detention en route, or any deviation from the shortest 
usually traveled route must be satisfactorily explained. 
If due to exigencies of travel, such as changing cars, 
awaiting train accommodations, accidents, etc., and fully 
explained in the voucher, the additional expense will be 
allowed. 

9. If slop-over or deviation from, direct route for employee's 
convenience is made, the voucher must show the actual ex- 
penses as they were incurred. Deductions of all charges not 



TRAVEL REGULATIONS. 5 

properly payable by the United States will be made 
before payment. Where employees travel by circuitous 
routes for their own convenience or use expensive means 
of transportation for their own comfort, every doubt with 
reference to charges will be resolved against the employee. 

10. Railroad tickets should be obtained at regular ticket 
offices. If transportation is purchased from conductors 
on trains, the employee must pay the extra cost, unless 
he furnishes satisfactory explanation. 

11. Points between which travel is performed and the 
date and hour of arrival at and departure from official 
station must be indicated in the voucher. 

12. Transportation at round-trip or special rates. — Em- 
ployees are required to exercise care and judgment in 
the interest of economy in the purchase of transportation, 
whether it be obtained in exchange for cash or for trans- 
portation requests. Efforts should be made to take ad- 
vantage of reduced rates for round trips when applicable 
to the travel to be performed, or of any special rates 
effective on the clay of purchase. Whenever transporta- 
tion is purchased at round-trip or other special rates the 
voucher must so indicate. If ticket is procured on a 
Government request, the round-trip or special rate should 
be noted on the duplicate request. 

13. All unused tickets or parts of tickets purchased or 
obtained on Government requests for transportation must 
be promptly forwarded with explanation through the 
officer to the auditor who will conduct all correspondence 
relative to refunds, etc. The description of the ticket 
must show starting point and destination. 

14. If the traveler has surrendered his ticket to the 
conductor and desires to leave the train before reaching 



6 TRAVEL REGULATIONS. 

the destination indicated on the ticket, he should request 
the return of the ticket from the conductor, who will show 
on the ticket where the traveler left the train. In case the 
conductor refuses to return the ticket, the fact should be 
reported when refund report is made. 

15. Care should be taken to stop baggage that has been 
checked on the ticket at the same point where the traveler 
leaves the train. If, on account of change of route or other 
reason, baggage can not be intercepted and transferred and is 
carried through to destination on unused portion of ticket, 
full statement of facts should be made to the auditor at the 
time of transmitting the unused ticket. 

SLEEPING AND PARLOR CAR ACCOMMODATIONS AND BERTHS 
ON STEAMERS. 

16. One berth for each person or a seat in parlor car will 
be allowed. When especially authorized or when the 
exigencies of travel require it, a full section or a stateroom, 
may be allowed. Such charges must be accompanied 
by an explanation. 

17. All charges for sleeping and parlor car accommoda- 
tions must be supported by the berth or seat check, where 
such a check is issued. 

18. Through sleeping or parlor tickets must be obtained 
where possible. 

19. The allowance is for either a lower or upper berth; 
the kind of berth actually obtained must be stated. 

20. Berths in tourist sleepers must be described as such. 

21. Staterooms on vessels. — Customary charges for state- 
room accommodations, steamer chairs, and rugs will be 
allowed on steamers and other vessels. 



TRAVEL REGULATIONS. 7 

22. Stateroom accommodations can be charged for only 
when fare on steamer does not include berth. 

23. Where stateroom checks are issued they must be 
attached to the voucher when paid for in cash, or to mem- 
orandum request when obtained on Government request. 

STREET CARS, BUSSES, CARRIAGES, TAXICABS, ETC. 

24. Reasonable charges for transportation by the usual 
means, such as street cars, busses, etc., will be allowed. 
If carriages or taxicabs are used, explanation showing 
impracticability of securing usual means of transporta- 
tion must be furnished in support of charges therefor. 

25. Where employees are authorized to use privately 
owned automobiles for official travel, charges for such 
necessary incidental expenses incurred in connection 
with its operation as are readily ascertainable — as for 
gasoline or oil used on trip, will be allowed but only to the 
actual cost thereof. A commuted rate charge will not be 
allowed in any case. The account must show the number 
of miles traveled for each trip. Receipts for gasoline and 
oil will be required. 

BAGGAGE. 

26. Charges for transfer of baggage to and from home, 
hotel, depot, and wharves will be allowed at not to exceed 
the current rates charged by regular transfer companies. 

27. Charges for "extra" or " excess" baggage will not 
be allowed except in cases where the extra weight consists 
of public property or private property to be used for public 
purposes. Such charges must be explained. 

28. All baggage weighing in excess of the weight or of 
a size greater than transported free by transportation com- 
panies will be regarded as excess baggage. 



8 TRAVEL REGULATIONS. 

29. Baggagemen. — Reasonable fees to baggagemen and 
to porters not to exceed 15 cents each on arrival at and 
departure from homes, hotels, depots, and wharves or 
landings will be allowed for the handling of baggage. The 
nature of the service rendered shall be stated in every 
instance. 

30. Checking baggage at hotels and depots not to exceed 
10 cents per piece will be allowed if accompanied by an 
explanation that checking baggage was for official business, 
or that a saving of transfer charges was effected. 

31. Where baggage is checked on a ticket which for any 
reason is not used the baggage should be stopped and proper 
note made on the ticket by the officer of the transportation 
company. 

32. If the baggage goes through on such a ticket, through 
negligence of the employee, the cost for transportation 
exacted by the transportation company will be charged 
against the employee. 

FEES TO PORTERS, STEWARDS, ETC. 

33. Fees to porters on sleeping cars not to exceed 25 
cents and parlor or chair cars not to exceed 15 cents will 
be allowed for each day of 24 hours or fraction of a day, or 
for each car used by the traveler. 

34. Reimbursement will not be allowed for tips paid in 
the following named antitipping States: Arkansas, Georgia, 
Iowa, Mississippi, South Carolina, and Tennessee, or any 
others enacting such laws. 

35. Customary fees to stewards and others on ocean and 
coastwise steamers not to exceed in the aggregate on trans- 
Atlantic steamers, $10; on the Pacific Ocean to or from 
Hawaii, not to exceed $10; to or from China, Japan, or the 



TRAVEL REGULATIONS. 9 

Philippine Islands, not to exceed $15; on coastwise 
steamers, not to exceed 50 cents a day, provided that fees 
to table stewards or to cabin porters or cabin boys, on 
vessels for services rendered in connection with meals, will 
be included in computing the aggregate amount of sub- 
sistence expenses. 

ACTUAL EXPENSES OF SUBSISTENCE. 

36. Except as hereinafter provided the actual and 
necessary expenses for subsistence, while traveling on official 
business and away from home or official station, must not 
exceed $5 for any one day. The item "subsistence" 
includes all traveling expenses, except transportation and 
expenses incident thereto . 

37. Under no circumstances will charges for meals or 
lodging be allowed which are taken at the employee's 
official station or home. (See par. 47.) 

38. Charges for sleeping-car berth are transportation 
expenses and not expenses of subsistence. Charges for 
sleeping car and lodging for the same night must be fully 
explained. 

39. Fees for actual dining-room service not to exceed 10 
cents per meal or 30 cents per day will be allowed within 
the legislative limit of $5 per day. 

40. Receipts for lodging (European plan), or board and 
lodging (American plan), must be furnished. Receipts 
must show dates for which the charge is made and indicate 
the beginning and termination of the period b)^ name of 
meal or lodging. 

41. Where receipt covers fractional parts of a day, with 
charges at per day rates, the receipt must show the pro- 
portion of daily rate charged for meals and lodging. 



10 TRAVEL REGULATIONS. 

42. Receipts will not be required for meals except 
where included with lodging on the American plan. 

43. When computing the daily expenditures for subsist- 
ence, the day will begin with breakfast and end with 
lodging of that day ; that is to say : 

44. The cost of lodging will be regarded as pertaining 
to the day in which the night for which the lodging was 
procured began. 

45. When away from official station, employees may be 
allowed reimbursement for baths actually taken not to ex- 
ceed one per day of 24 hours, and at a cost of not to exceed 
50 cents each. Receipts for such expenditures will be re- 
quired in each case. 

46. Charges for baths will not be allowed when room with 
bath at hotel is taken. 

47. Laundry. Expenses for laundry will be allowed 
not to exceed $1.40 per week or at the rate of 20 cents per 
day. Such charges to be included in the subsistence of 
the day on which payment was made. (Total subsistence, 
including laundry, not to exceed $5 per day. ) 

Laundry must include only expenses incurred for that 
item during the period for which the account is rendered , 
and must not be brought forward from the previous ac- 
count. 

Under no circumstances will an employee be reimbursed 
for expenses incurred for laundry at his official station. 
(See par. 37.) 

Itemized receipts for laundry are required. 

PER DIEM IN LIEU OP SUBSISTENCE. 

Section 13 of the sundry civil act approved August 1, 
1914, provided — 

48. That the heads of executive departments and other 
Government establishments are authorized to prescribe 



TRAVEL REGULATIONS. 11 

per diem rates of allowance, not exceeding $4 in fteu of 
subsistence, to persons engaged in field work or traveling on 
official business outside of the District of Columbia and away 
from their designated posts of duty when not otherwise fixed 
by law. 

49. Under the provisions of this act persons engaged in 
field work or traveling on official business of the board, 
outside of the District of Columbia and away from their 
designated posts of duty, will be allowed $4 per diem in 
lieu of subsistence, when specifically authorized. 

50. Per diem allowances in lieu of subsistence under 
these regulations will be subject to the following rules: 

51. For absence of less than six hours no per diem wil 
be allowed. For six hours or over a full per diem may be 
charged. For the purpose of computing the per diem al- 
lowance the day will be considered as commencing at mid- 
night. In no case will more than $4 be paid for a single 
day. 

52. No per diems can be paid to any employee while 
on leave of absence. 

53. When a leave of absence commences on Monday or 
terminates on Saturday, or is preceded or followed by a 
legal holiday, employees are not entitled to per diem in 
lieu of subsistence for such preceding and succeeding Sun- 
days and holidays unless they were actually on duty at 
their places of assignment, which fact must be stated after 
the last item of expense has been entered in the voucher. 

54. The per diem will include all expenses except trans- 
portation and expenses incident thereto. 

55. Per diem will in no case be allowed at the official 
station or home of the employee. The place of official 
station is fixed either by the law or the certificate of 
appointment. (See pars. 37 and 47.) 



12 TRAVEL REGULATIONS. 

56. The limits of the official station are the territorial 
limits of the city where the official station of the employee 
is located. 

57. The hour of departure from and return to official 
station must be shown for each trip. 

58. Hour of departure or arrival is the hour at which 
the train, boat, or other conveyance used by an employee 
leaves or arrives at its regular terminal at the official 
station. 

59. Employees in the field will be allowed per diem for 
Sundays and legal holidays while on duty away from their 
homes and official stations. 

60. Employees traveling on steamers where the cost of 
ticket includes meals and stateroom accommodations will not 
be entitled to per diem in lieu of subsistence for the time 
they are on such steamers. 

GOVERNMENT REQUESTS FOR TRANSPORTATION. 

61. Government requests for transportation issued by 
the Board must be used only for travel on official business 
of the Board, and should be used in every case. 

62. Separate transportation requests must be issued for 
the transportation of each regular employee. 

63. Requests generally will be honored for travel over 
all the railroads in the United States and on steamship 
lines within the United States and those leaving United 
States ports. They may also be used to obtain accommo- 
dations in sleeping and parlor cars. 

64. When through tickets are on sale, they should be 
obtained, except when rates more advantageous to the 
Government may be otherwise secured, or when stop- 
overs are to be made on official business. 






TRAVEL REGULATIONS. 13 

65. When stop-overs are to be made on official business 
and stop-over privileges are not included in a regular 
ticket, separate requests will be issued for each portion 
of a journey. 

66. Route journeys only when some substantial interest 
of the Government is subserved thereby. 

67. Either fill in or rule out all spaces in the form. 

68. Separate requests should be made for sleeping car, 
parlor car, and other accommodations not furnished on 
regular tickets for transportation. 

69. Round trip tickets should be procured when prac- 
ticable. 

69a. As the memorandum copy of request serves as a 
very important administrative record, care must be exer- 
cised that such copy is legible when forwarded and that the 
amount of the charge is correctly stated. 

70. Each employee using a Government transportation 
request should state that fact in his expense account under 
the date of its use, giving the number of the request, the 
points between which and the names of the railroads over 
which the travel is made, and the price of the ticket fur- 
nished. 

71. All requests spoiled or canceled for any reason should 
be at once transmitted to the auditor for proper record, 
accompanied by the memorandum copy, and that fact 
noted on the stub. 

72. When sleeping-car berths for more than one person 
are obtained on Government requests, the requests and 
memorandum copies should show how many berths and 
the kind of berths furnished. 

73. When parlor-car seats are obtained, the request and 
memorandum copy should show that fact. 



14 TRAVEL REGULATIONS. 

74. Passenger checks for seat or berth must be forwarded 
attached to the memorandum copy of the Government 
request. 

75. Great care should be exercised that transportation 
requests are not lost or stolen, as transportation companies 
accepting Government requests in good faith are entitled 
to reimbursement for transportation furnished thereon; 
and if used by unauthorized persons, the employee whose 
neglect makes possible the unauthorized or fraudulent 
use will be compelled to reimburse the United States for 
such transportation. 

76. Unused portions of tickets secured on requests should 
be forwarded through the proper course to the auditor for 
redemption. A letter of explanation should accompany 
the unused portion of ticket. 

77. Travelers leaving trains short of destination of 
ticket after having surrendered ticket or a coupon for an 
unused part of trip, must notify train conductor to make 

proper notation thereon, "Off at station." 

In case of surrender of ticket, the form and ticket number 
and name of issuing line must be obtained from conductor 
and reported with the facts to the auditor. Pullman 
conductor must be notified when accommodations are 
vacated short of destination for which paid, and report 
of the fact must accompany unused transportation or 
Pullman passenger checks. 

78. Where Government requests for transportation are 
used for travel which involves no other charges to be reim- 
bursed by the Government, and therefore the employee 
will submit no expense account, the reverse side of the 
memorandum transportation request forwarded to the de- 
partment must contain the approval in writing of the ad- 






TRAVEL REGULATIONS. 15 

ministrative officer under whose direction the travel was 
performed. 

79. Where a Government request is used for obtaining 
tickets for persons other than the one signing the re- 
quest, the names of such travelers, followed by proper 
designation and kind of ticket secured, must be written 
on the back of the original and memorandum copies of 
the request. 

Sample : 

John Smith, training officer, round trip. 
Harry Brown, attendant, single trip. 
Mary Jones, nurse, round trip. 
H. Hasewaga, disabled soldier, single trip. 

TELEGRAMS. 

80. All employees so authorized will be furnished with 
telegraph identification cards of both the Postal and Western 
Union companies, which should be used in all cases where 
telegrams are sent on official business. When these cards 
are used no payment at time of sending or receiving is 
necessary. 

81. Where the employees of telegraph companies refuse 
to recognize telegraph identification cards, the telegram 
should be paid for, a copy of the telegram, properly re- 
ceipted for the amount paid, attached to the voucher to 
support the charge, and a statement made that telegraph 
identification cards were not recognized. 

82. Expenses for telegrams relating to leave of absence, 
payment of salary, and expense vouchers, or any other 
matter of a personal nature, will not be allowed, and such 
telegrams must not be sent at Government expense. 

83. In preparing telegrams care should be observed that 
all unnecessary words are omitted. 



16 TRAVEL REGULATIONS. 

84. The telegraph should be resorted to as a means of 
communication only in case of emergency, or when 
especially instructed to use that means of communication. 
If this rule is violated, the cost of the telegram will be 
charged against the employee responsible for sending the 
message. 

85. If for any reason a message could be transmitted 
cheaper at commercial rates than Government rates, the 
former rates should be used. 

86. Words to be counted and charged for. — In messages 
the undermentioned words will be counted and charged 
for, viz: 

All words in an extra date. In the check, the words 
" Deliver and report charges, " " Collect delivery charges, " 
" Report delivery, " and " Repeat back. " 

87. In collect messages the word " collect" in the check 
will be counted but will not be charged for. 

88. When a message bears two or more addresses and 
delivery is to be made to each address, it will be charged 
for as two or more messages, as the case may be. A mes- 
sage addressed, for example, to " W. Brown, 197 Broadway, 
and B. Wells, 60 Exchange Place, N. Y.," or a message 
addressed, for example, to "W. Brown and B. Wells, 197 
Broadway," will in each case be charged for as two mes- 
sages. A message addressed to " J. B. Jackson and S. B. 
Smith, Senate Chamber, Washington, D. C," will be 
charged for as two messages. 

89. In counting a message, dictionary words, initial 
letters, surnames of persons, names of cities, towns, vil- 
lages, States, or Territories, or names of the Canadian 
Provinces, will be counted and charged for each as one 
word. The abbreviations for the names of cities, towns, 






TRAVEL REGULATIONS. 17 

villages, States, Territories, and Provinces will be counted 
and charged for the same as if written in full. In names of 
countries or counties all the words will be counted and 
charged for. 

89a. The charge for Government domestic messages is 
40 per cent of the tolls between the same points in the 
United States on a commercial message of the same class 
and length. The addresses and signatures are not counted 
or charged for. 

90. Abbreviations of weights and measures in common 
use will be counted each as a word. 

91. To prevent liability to error and reduce cost, num- 
bers and amounts should be written in words. 

92. In ordinal numbers the affixes st, d, nd, rd, and th 
will each be counted as one word. 

93. Figures, decimal points, and bars of division, and 
letters (except the pronounceable groups covered by the 
following paragraph) will be counted, each separately, as 
one word. 

94. All pronounceable groups of letters, when such 
groups are not dictionary words or combinations of dic- 
tionary words, will be counted at the rate of five letters 
or fractions of five letters to a word. When such groups 
are made up of combinations of dictionary words, each dic- 
tionary word so used will be counted as one word. 

95. The following example will illustrate the applica- 
tion of these rules: 

Van Dome 1 word. New York (or N. Y.)lword. 

McGregor 1 word. New York State 2 words. 

O'Connor 1 word. Nova Scotia (or 

DeWitt 1 word. N. S.) .1 word. 

Brown, jr 2 words. St. Louis .1 word. 

13562—20 2 



18 



TRAVEL REGULATIONS. 



East St. Louis 1 word. 

North Carolina 1 word. 

Queen Anne County3 words. 

New Mexico 1 word. 

District of Columbia 

(or D. C.) 1 word. 

North America. . . .2 words. 

44.42 5 words. 

42B618 6 words. 

74f 5 words. 

No. 185, 22d st 8 words. 

10,000,000 8 words. 

Ten millions 2 words. 

3d (or 3rd) 2 words. 

10th 3 words. 

Lbs 1 word. 

Cwt 1 word. 

Hhds 1 word. 



Amaurecis 1 word. 

Adbantia 1 word. 

Chancin 1 word. 

Interavis 1 word. 

Byxtrm90 8 words. 

Xyf 194sm 8 words. 

All=right or alright. 2 words. 

EXCEPTIONS. 

A. M 1 word. 

P. M 1 word. 

F. O. B. (or fob).. 1 word. 
C. O. D. (or cod).. 1 word. 
C. I. F. or C. F. I. 

(or cif or cfi) 1 word. 

O. K Iword. 

C. A. F. (or caf) ...1 word. 
Per cent 1 word. 



96. Every message must show the place where the mes- 
sage originates and the date. 

97. Wherever possible special delivery letters (Form 
575) or night-rate telegrams or night letters should be sent. 

98. In most instances, under the practice of the board, 
telegrams received from officers in the field after office 
hours are not acted upon until the next day. The sending 
of telegrams at day rates when filed for transmission at 
such times as to prevent their being received by the ad- 
dressees during office hours of the day on which they are 
filed serves no useful purpose, and causes an unnecessary 
expense, which, while small in each case, amounts to a 
considerable sum in the aggregate. 



TRAVEL REGULATIONS. 19 

99. All telegrams, except those so urgent as to require the 
immediate attention of the addressee, filed too late to be re- 
ceived during office hours, must be sent as night telegrams 
and at night rates, or special delivery letter (Form 575). 

100. In filing telegrams to distant points, officers should 
consider and allow for difference in time (in some cases 
several hours), the time required to transmit and deliver 
telegrams (usually an hour or more) and the probable 
closing time of offices. 

101. Officers and employees are directed not to use the 
telegraph when a special delivery letter (Form 575) would 
accomplish the same purpose. 

102. Careful calculation will often show that a letter 
or special delivery letter (Form 575) can be sent and acted 
on as quickly as a telegram. 

103. Under no conditions should two copies of a telegram 
be furnished the telegraph company. 

104. All telegrams should be sent marked "Official 
business, paid Government rate, charge Federal Board Voca- 
tional Education." 

TELEPHONES. 

105. Charges for telephone calls on official business will 
be allowed. Reimbursement for amounts paid for local 
calls may be claimed by setting forth in voucher in one 
item the amount expended therefor each day, giving the 
total number of calls made and amount of each. When 
long-distance telephone is used, a statement must be 
furnished showing the places to and from which the service 
was rendered and with whom communication was held. 

106. Receipts must be furnished for payments for long- 
distance telephone service except in cases where auto- 



20 TRAVEL REGULATIONS. 

matic-slot telephones are used, which fact should be stated 
in explanation. 

EXPRESS AND FREIGHT. 

107. Property should not be shipped by express when 
ordinary freight service will answer the needs of the 
department. 

108. Whenever practicable, shipments by freight or 
express must be made on Governm,ent bills of lading, which 
will be furnished on request made through proper channels. 

109. Payment of charges on shipments made on Govern- 
ment bills of lading will be made direct to the transporta- 
tion companies by the disbursing officer, and should not be 
made by officials in the field. 

110. Whenever it is impracticable to use Government bills 
of lading, the form of commercial bill of lading may be used. 

111. When payment of charges is demanded by the trans- 
portation companies (from the shipper or the consignee) on 
shipments not made on Government bills of lading, pay- 
ment may be made on a properly executed receipted 
expense bill showing weight and rate and reimbursement 
obtained by including the item in personal-expense 
voucher. The fact that the agent refused delivery until 
payment of the charges was made should be certified 
thereon. 

112. In cases of damage or shortage, notation to that effect 
should be made on Government bill of lading by the person 
receiving shipment. When a commercial bill of lading 
is used and the shipment is damaged or shortage occurs, 
the officer who approves the voucher for the payment of 
the charges on the shipment should indicate on the voucher 
the facts in regard to damage or shortage. 



TRAVEL REGULATIONS. 21 

MISCELLANEOUS. 

113. Except when properly authorized, no reimburse- 
ment of expenses for stenographic or typewriting services in 
connection with the preparation of reports or corre- 
spondence will be made to an employee while traveling 
on official business of the board. 

114. The employment of other assistance should, when 
practicable, be authorized by the board before such 
assistance is engaged; but when this is impracticable it 
must be authorized before expenditure will be allowed. 

115. Such assistance should not be paid for by the field 
employee, but the account covering same should be certi- 
fied and forwarded in the usual manner for payment, 
which will be made direct to the person who rendered the 
service. Such account should show when the service 
began and ended. 

116. If it is found that the payee will not wait for reim- 
bursement in the regular manner, payment may be made 
by the field employee, receipt therefor to be taken on a 
subvoucher and a full explanation submitted with the 
account in which the charge is included. 

117. Expenditure for repairs to Government property, 
such as typewriters, etc., when immediate payment is 
demanded, and purchase of State and city maps and 
street guides will be reimbursed employees. 

118. Employees are not permitted to pay expenses of 
other employees or make payment to other Government 
employees for services of any character. 

119. At the expiration of the term of service of an 
employee unused Government requests for transportation, 
telegraph identification cards, and other Government 



22 TRAVEL REGULATIONS. 

property in his possession must be promptly forwarded to 
the board or be properly accounted for. 

RECEIPTS (SUBVOUCHERS). 

120. Receipts (subvouchers) will be required for — 
(a) Lodging (for persons claiming actual expenses) . 
(6) Hotel bill from American-plan hotel (for persons 
claiming actual expenses). 

(c) Livery and automobile livery, with statement as to 
necessity therefor. 

(d) Gasoline, oil, and storage charges. 

(e) Laundry (receipt must be itemized) . 

(/) Express and railroad companies' charges for carrying 
freight. (Subvouchers must show the weight and rate.) 

(g) Expense of clerical assistance when authorized. 

(h) Repairs of Government property, such as type- 
writers, etc. 

(i) Miscellaneous expenses, such as stationery, etc. 

(j) Telegrams. A receipted copy must be furnished. 

(h) Long distance telephone calls. 

(I) Sleeping-car, parlor-car, and stateroom fares. The 
seat or berth check will be regarded as sufficient. If pro- 
cured on a request, it should be attached to the memoran- 
dum copy of the request. 

(m) Railroad fares paid on train must be supported by 
the cash-fare slip when no refund is allowed to traveler. 

(n) Baths. 

In cases where it is impracticable to obtain receipts, 
statement to that effect should be made in expense 
voucher, and the reason given. In the absence of expla- 
nation satisfactory to the administrative officers the 
amount involved will be suspended. 



TRAVEL REGULATIONS. 23 

Receipts will not be required for — 

(a) Railroad fares except where paid on train. • 

(6) Meals. 

(c) Street car or ferry fares. 

(d) Local telephone calls. 

(e) Bus, carriage, or taxicab fares (short hauls), where 
fare does not exceed $1. 

(/) Local baggage transfer. 
(g) Baggage porter fees. 

121. In no case shall a sub voucher be taken in dupli- 
cate. 

122. Whenever a subvoucher is required, the person 
signing the same should also fill in the amount stated in 
figures. 

123. Subvouchers of a corporation or unincorporated 
company should be signed with the company name and 
subscribed by person signing, with his title. 

RENDERING OF VOUCHERS. 

124. As far as practicable vouchers should be rendered 
monthly, by calendar month. 

125. Each voucher must be accompanied by a copy or 
memorandum voucher. 

126. It is preferred that vouchers be prepared on type- 
writer with carbon memorandum voucher. 

127. Items in voucher must appear in chronological 
order, and all charges for the month for which rendered 
must be included. 

128. Items suspended from previous vouchers and re- 
claimed with explanations must be stated after all items 
for the month have been listed. 



24 TRAVEL REGULATIONS. 

129. All vouchers rendered by employees containing 
claims for charges other than salary must be verified by an 
oath sworn to by the person rendering it. When the oath 
is administered by notary public or other officers having 
a seal, the impression of the seal must be clearly affixed. 

130. Attention is invited to section 8 of the sundry 
civil appropriation act approved August 24, 1912, as 
follows: 

131. After June 30, 1912, postmasters, assistant post- 
masters, collectors of customs, collectors of internal revenue, 
chief clerks of the various executive departments and 
bureaus, or clerks designated by them for the purpose, the 
superintendent, the acting superintendent, custodian, 
and principal clerks of the various national parks and other 
Government reservations, superintendent, acting superin- 
tendents, and principal clerks of the different Indian 
superintendencies of Indian agencies, and chiefs of field 
parties, are required, empowered, and authorized, when 
requested, to administer oaths, required by law or otherwise, 
to accounts for travel or other expenses against the United 
States, with like force and effect as officers having a seal; 
for such services when so rendered, or when rendered on 
demand after said date by notaries public, who at the 
time are also salaried officers or employees of the United 
States, no charge shall be made; and on and after July 1, 
1912, no fee or money paid for the services herein described 
shall be paid or reimbursed by the United States. 

132. The law above quoted prohibits the payment for 
jurat to expense vouchers, and if payment is made, reim- 
bursement will not be allowed. 

133. Consular officers and clerks of United States courts 
will swear Government officers and employees to expense 
vouchers without requiring the payment of a fee. 






TRAVEL REGULATIONS. 25 

134. All entries should be carried to the dollars and 
cents column direct and no items should be interlined. 

135. Charges for subsistence may be entered thus: 
"Sept. 10, bkfst. 50, dinner 50, supper $1, lodging $2.50," 
and the total $4.50 for the day extended to the money 
column, or thus: "Sept. 11, bkfst. 75, dinner 75, supper 
$1.25, lodging $3" and only extend to the money column 
the amount claimable for the day ($5) instead of the total 
expenditure $5.75. 

136. If a subvoucher for board and lodging covers more 
than one day, only one entry in the voucher will be neces- 
sary. Care should be exercised, however, to have the sub- 
voucher show the period it covers and the rate per day for 
meals and lodging. 

136a. Letters transmitting vouchers are not necessary. 

137. A legible address to which the check is to be sent 
must be indicated on the voucher. 

138. The use of every Government request for transpor- 
tation should be reported under date of its use in expense 
voucher. The number of the request must be entered in 
the proper column for that purpose. (See par. 70.) 

139. Sub vouchers must be numbered consecutively, in 
chronological order, commencing with No. 1, for each 
voucher. Subvoucher numbers must be entered in the 
proper column of the voucher. 

140. All items must be briefly and clearly stated. 

141. As the accounting officers of the Treasury will 
require satisfactory evidence relative to every item paid 
by the Government, the risk of suspension in vouchers 
will be avoided if every unusual item is fully explained 
in the voucher when submitted. 

142. When alterations or erasures are made, they must 
be certified to by the officer administering the oath as 



26 TRAVEL REGULATIONS. 

having been made before final execution, and the certifi- 
cate should indicate such alterations or erasures specifi- 
cally. A general certificate as to alterations will not be 
regarded as sufficient. 

143. No account of traveling expenses will be paid 
unless rendered upon approved form, properly itemized, 
accompanied by necessary subvouchers, approved by the 
duly authorized administrative officer, and accompanied 
by a copy of travel order or reference to the travel authori- 
zation. 

144. Memorandum of expenses. — The traveler should 
keep a true memorandum of actual expenses paid from 
day to day, and transcribe the same to his travel voucher 
under the proper dates. 

145. He should remember that his affidavit covers 
actual and not average cumulative daily expenses. 

146. Items in vouchers not fully satisfactory to the ad- 
ministrative officers, will be eliminated from the voucher 
by a suspension letter, which will indicate the additional 
evidence required. Such items should be included, with 
proper explanation, in the next regular expense account 
to be submitted by the employee. 

WAIVER. 

147. These regulations or any portion thereof may be 
waived by the board in the case of any account coming 
under its provision, or in case of emergencies when expend- 
itures are incurred not covered by any of its authorization, 
but such waiver will only be made upon a full statement 
of facts showing the case to be exceptional and meritorious, 
which statement must be permanently attached to the 
account. 



INDEX. 

Accounts. (See Vouchers.) Paragraph. 

Address for sending checks to employees 137 

Alterations in vouchers 142 

Arrival. (See Departure.) 
Authority: 

For clerical and other assistance 113, 114 

To travel 2 

Automobiles 25 

Baggage: 

Checked through on tickets not used 15, 31, 32 

Checking, at depots and hotels 30 

Extra or excess 27, 28 

To and from homes, depots, etc 26 

Baggagemen, fees to 29 

Baths: 

Included in per diem allowance 54 

Included in subsistence 36 

Receipts required 45, 120-n 

When away from official stations 45 

When room with bath is taken 46 

Bicycle, hire of 4 

Boat, hire of 4 

Carriages, taxicabs, etc 24 

Checking baggage at depots or hotels 30 

Clerical assistance, receipts required 120-0 

Clerical assistance, when authorized 113, 114 

Conveyance, special, hire of 4 

Corporations, form of signature to receipts 123 

27 



28 INDEX. 

Paragraph- 
Coupons for berths and seats as sub vouchers 17, 120-Z 

Damage or loss occurring in freight shipment 112 

Day and night messages: 

Rates, use cheapest 85 

When to use 97, 99 

Delay in travel 8, 9 

Departure and arrival at official station: 

Explanation of 58 

Hour of, must be shown. . .' 11, 57 

Deviation from direct route 9 

Dining-room service, fees for 39 

Included in subsistence 36, 39 

Duplicate or memorandum vouchers 125, 126 

Duplicate transportation requests 69-a 

Emergency, telegram to be sent in case of 101, 102 

Employees leaving service, disposition of Govern- 
ment property 119 

Employees, payment by, to other employees, not 

allowed 118 

Entering transportation requests in accounts. . .... 138 

Erasures in vouchers 142 

Expense voucher, form of 143 

Expenses of travel: 

Fees: Exceptions 34 

Fees to porters 29, 33 

Funds for current 1 

Handling baggage 29 

Items, order of, in voucher for 127 

Memorandum of, to be kept 144 

Other employees, payment of 118 

Reimbursing of 3 



INDEX. 29 

Expenses of travel — Continued. Paragraph. 

Laundry 47 

Travel must be authorized 2 

Vouchers, how to be rendered 124 

Explanatory letters required : 

All unusual items 141 

Payment of fare to conductors 10 

Special transportation 6 

Suspended items 146 

Express and freight charges: 

Government bills of lading, when shipped on . 108, 109 

How to pay 109, 111 

Extra-fare trains, regulations as to use of 6, 7 

Extra or excess baggage 27, 28 

Freight, charges for, supported by subvouchers. . . 120-/ 

Freight shipments 107, 112 

Funds required for travel 1 

Government bills of lading 108, 109, 110, 112 

Government property: 

Cost of repairs to 117 

In possession of employees leaving service. . . . 119 

Receipts required for repairs 120-h 

Government requests for transportation: 

By whom honored 63 

How to enter in vouchers 70 

How to use 61, 64, 67 

Lost or stolen, penalty for 75 

Memorandum copies, disposition of 69-a 

Obtaining sleeping car berths and seats 72, 73, 74 

Obtaining tickets for other persons 62, 79 

Round-trip 69 

Routing journeys 66 

Spoiled or canceled, disposition of 71 



30 INDEX. ^ 

Government requests for transportation — Con. Paragraph. 

Stop-over privileges 65 

To be entered in proper column in voucher 138 

To be shown under date of its use 138 

Separate requests must be issued for transporta- 
tion for each regular employee 62 

Transportation involving no other charges 78 

Two or more persons on same request 62 

Unused portions of tickets secured on request. . 76, 77 

When to use separate requests 62 

Items, briefly stated in accounts 140 

Jurat to expense vouchers, payment for, prohibited 132 
Persons authorized to swear Government em- 
ployees 133 

Laundry 47 

Leave of absence : 

How computed in connection with per diem. . . 53 

Telegrams relating to 82 

Lettergrams 97, 99 

Livery 4 

Local and long-distance telephone messages 105 

Lodging, receipt required 40, 120-a 

Included in per diem allowance 54 

Included in subsistence 36 

Loss of time: 

Deducted from salary 1 

From lack of funds. 1 

Subsistence charge during 1 

Lost or stolen transportation requests 75 

Maps, purchase of 117 

Meals and lodging (see also Subsistence) : 

At home or official station, not allowed 37 

Fees for dining-room service ,^ 39 



INDEX. 31 

Meals and lodging — Continued. Paragraph. 

How to compute for 43 

Receipts for, American and European plans. . 40, 42, 

120-6 

Receipts for fractional parts of days 41 

See also Per diem in lieu of subsistence 49, 54 

Memorandum copies of transportation requests 69-a 

Memorandum of expenses to be kept by traveler. 144, 145 

Messages, telegraphic: 

Rates of 85 

When to use • 97, 99 

Telephonic, loca,l and long distance 105 

Miscellaneous expenses, receipts required 120-^i 

Motor cycle, hire of 4 

Oath to expense account: 

By consular officers and clerks of United States 

courts, free of charge 133 

Payment for, prohibited 132 

Persons authorized to administer 131 

Official station: 

Departure from and return to 57, 58 

Limits of 56 

Per diem in lieu of subsistence not allowed at. 55 
Place of 55 

Parlor cars: 

Fees to porters on 33 

Regulations as to fare 16, 18 

Per diem in lieu of subsistence 48, 50, 51, 52 

Expenses included in 49 

Not allowed at official station 55 

On steamers where ticket includes meals and 
stateroom, not allowed 60 



32 INDEX. 

Per diem in lieu of subsistence — Continued. Paragraj?' 

Subsistence for fractional parts of days 48 

Sundays and legal holidays (field employees) . . 59 
When leave of absence commences on Monday 
or terminates on Saturday or is preceded or 

followed by a legal holiday 53 

When to begin and end 44 

Personal business, expenses charged against em- 
ployee 9 

Personal telegrams to be paid for by employees 82 

Porters, fees to, on sleeping or parlor cars 33 

Railroad fares, actual, will be allowed 4 

Railroad fares paid on train, sub voucher required- . 120-m 
Railroad tickets: 

Obtained for other persons 62, 79 

Purchase at regular offices 10 

Purchase from conductors 10 

Stopping baggage on unused 15 

Surrendering on train 14 

Unused, or parts of 13 

Receipts (sub vouchers) : 

Items to be supported by 120-a-n 

(See also Subvouchers, and particular subjects.) 

Rendition of accounts, proper method 143 

Repairs to typewriters and other Government 

property, cost of 117 

Round-trip or special rates 12, 69 

Routing journeys 66 

Salary, loss of time deducted from . _ 1 

Shortage on freight shipments ■ 112 

Shortest and usually traveled route 5 

Sleeping-car berths are transportation expenses, 

not subsistence , . , .,.„„..„.,- , 38 



INDEX. 33 

Sleeping and parlor car accommodations: Paragraph. 

Checks required 120-2 

Fees to porters 33 

Obtained on transportation requests .... 68, 72, 73, 74 

Regulations governing 16 

Special transportation, when permitted 4 

Staterooms on vessels: 

Checks required. 23, 120-? 

Customary accommodations allowed 21 

When to be charged for _ 22 

Stationery: 

Receipts required . . _ 120-i 

Steamer chairs and rugs 21 

Steam vessels, ocean and coastwise, fees to stewards 

and others _ 35 

Stenographers and typewriters, employment of 113 

Stewards, fees to 35 

Stop-over privileges . . _ 65 

Stop-overs 8, 9 

o Street cars, taxicabs, etc., reasonable charges 

allowed- 24 

Subsistence: 

At official station or home, not allowed 58 

Charge during loss of time 1 

Items included in. 36, 38, 39, 40, 45 

Limit of cost of . . .• , 36 

Subvouchers: 

How to fill out 122 

Items to be supported by 120-a-n 

Not to be taken in duplicate 121 

Signed by corporations, etc 123 

(See also Receipts.) - 

13562—20 3 



M INDEX. 

Paragraph. 

Sundays and legal holidays, when computing per 
diem . . _ ------ 59 

Suspended items: 

Disposition of , 146 

Reclaimed.... 128 

Taxicab fare, when allowed _ 24 

Telegrams: 

Copy for telegraph' company _ 103 

General information concerning . . . _ _ 80, 104 

Messages bearing two or more addresses _ 88 

Night telegrams, night letters, and Form 575. . 97, 99 
Receipted copy must be furnished when paid 

by employee 81, 120-j 

Relating to leave of absence and payment of 

personal vouchers 82 

Rates, government- _ - 89-a 

Table showing application of rules for counting 

words. . _ 95 

To be sent "paid" 104 

To be used only in emergencies . . . _ 101, 102 

To distant points . _ 100 

Unnecessary words 83 

What messages must show - 96, 104 

'When to use. — - 84 

"Words to be counted ... ...... . ., 87, 88, 95 

Telegraph identification cards, use of . 80, 81 

telephones, local and long-distance 105 

Nickels. (See Railroad tickets.) 

Mioae, loss of, from lack of funds . - - - - 1 

drains, extra^fare - - - ..--...---.-- - - - - 6, 7 



INDEX. 35 

Transportation : Paragraph , 

Actual fares allowed 4 

Deviation from direct route 9 

Extra-fare trains. . _ 6, 7 

Involving no other charges 78 

Points between which performed 11 

Purchase of railroad tickets 10 

Round-trip or special rates 12 

Shortest and usually traveled route 5 

Transportation requests: 

Canceled . . _ 71 

Entering in accounts 138 

More than one person on 62 

Separate, issued for each employee 62 

Used for official business only 61 

Used in all cases. 61 

Travel: 

Authority for 2 

Circuitous routes 9 

Delay in 8 

Expenses, reimbursement of 3 

Funds required for 1 

Shortest and usually traveled routes 5 

Typewriters, cost of repairs. . _ 117 

Receipts required for repairs _ _ 120-h 

Unsatisfactory items in vouchers 146 

Unused parts of railroad tickets, disposition of 13 

Unused portions of tickets secured on requests 76 

Unused tickets, stopping baggage on 15 

Unusual items of expense to be fully explained 141 



36 INDEX. 

Vouchers: Paragraph. 

Alterations in, must be certified 142 

Charges for meals, how to enter. 135 

Claims for charges other than salary and per 

diem to be sworn to 129 

Columns in which to insert items 134 

Expense, United States consuls and clerks to 
United States courts administer oaths, to free 

of charge 133 

Expense, unusual items in, should be fully ex- 
plained 141 

Expense, who may administer oaths to 131 

Entries in chronological order 127 

Items must be briefly stated 140 

Items suspended and reclaimed 128 

Letters transmitting, not necessary 136-a 

Memorandum voucher 125 

Proper way to render _ 143 

Rendering of 124 

Subvouchers for board and lodging covering 

more than one day 136 i 

Subvouchers to be numbered chronologically. . 139 

Suspended items, disposition of ... _ 146 

To be prepared on typewriter 126 

Waiving of regulations 147 

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